Arcadia University, Domestic

  • Administrative Assistant (Junior level)

    Location US-PA-Glenside
    Category
    Staff
    Type
    Regular Staff Full-Time
    Department
    Registrar
  • Overview

    Administrative Assistant - Office of the Registrar is characterized by performance of a wide variety of administrative office duties including technical office support, secretarial, document preparation and processing or public contact duties. Position requires in-depth knowledge of the Registrar's Office policies and procedures including student, business and other university services in order to communicate information involving significant processes and functions.  This is an opportunity for an individual to gain experience in higher education.  This entry-level position is ideal for someone interested in gaining experience within higher education.

     

    Arcadia University is a top-ranked private university in Greater Philadelphia and promises a distinctly global, integrative, and personal learning experience that prepares students to contribute and lead in a diverse and dynamic world. A national leader in study abroad and international education, Arcadia has been named #1 in undergraduate study abroad participation by the Institute of International Education’s Open Doors Report for the past seven years. Approximately 3,900 students attend Arcadia, and the University’s 2,500 undergraduate students choose from more than 65 fields of study.

     

    Applications must be submitted online through Arcadia's Human Resources portal to receive full consideration. Please do not email application materials to hiring manager.


    For additional information and to apply, please visit: https://careers-arcadia.icims.com/jobs/ and submit a cover letter, resume and names and phone numbers of three professional references.

     

    Application review will begin immediately. Posting will be removed from the website once we've established a sufficient talent pool for consideration.

     

    Arcadia University seeks candidates of diverse cultural backgrounds and abilities. Arcadia University encourages members of underrepresented groups to apply. All offers of employment are conditional based on successful completion of a background check.

     

     

    Responsibilities

    Essential Functions:

     

    Duties performed include the use of office technology with a variety of software for the preparation and distribution of documents and reports such as purchasing, travel, personnel or budget reports, registration, course evaluation, transcripts and their evaluation; compiling, organizing and maintaining files and records such as confidential student records; posting or reconciling data or information in an ERP or other data processing area; assisting or referring visitors, staff, students or others as initial contact for the department; or document management using available information technology systems. The completion of work often involves a significant public contact role to obtain, clarify, or provide information regarding activities of the Registrar's Office. Position serves as the primary staff assistant to a department.

     

    Office Reception - Greets customers of the department, or other personnel of the college, by phone, in person or through electronic media. Assesses customer needs and explains services, processes, procedures and guidelines. Handles requests/transactions or directs the person or matter to the proper sources. Assists in resolving problems and ensuring satisfactory customer service. Processes forms or applications to ensure accuracy and completeness; computes or verifies data, enters data and forwards or files paperwork. The OA provides direct customer service and support to the Registrar's Office by answering and directing phone calls and overseeing the main voicemail box. Daily tasks will include providing information about general registration processes to current and prospective students and families with a friendly and warm demeanor. Receives mail or correspondence for the work unit or area. Opens or reviews correspondence and determines proper disposition. Maintains department supplies and inventories.

     

    Office Management - The AA is responsible for completing document imaging, checking and sending emails, responding to calls and walk-ins and supporting projects of other staff members on occasion. This position occasionally supervises undergraduate work-study students who are assigned to perform specific tasks. Tracks status, orders, purchases, and maintains or distributes supplies as needed. Files documents and develops or modifies filing practices, including use of electronic records. Coordinates, organizes, and takes minutes at meetings, and supports other department activities and functions. Schedules or obtains use of rooms and sets up rooms and equipment for office use. Marginal Functions Other duties and responsibilities assigned by the Registrar's Office in support of the department's missions.

     

    Marginal Functions:

    Other duties and responsibilities assigned by the Registrar’s Office in support of the department's missions.

     

    Supervision:

    Given - Student workers

    Received - Assistant Registrar(s), Associate Registrar and Registrar

    Qualifications

    Required Knowledge, Skills and Abilities:

     

    Communication: Able to professionally communicate via written correspondence, telephone or video, online media, and face to face, and tailoring the message appropriately to the medium used and the audience (example: coworker, parent, student, other University employees).

     

    Customer Service: Able to work professionally and positively with prospective students, current students, parents, high school representatives and university employees. Provides clear and timely information and answers to questions, following up as necessary, or being able to refer an individual to a more appropriate team member. Able to empathize with others and understand the various perspectives that individuals bring to a situation, and address those perspectives. Has a friendly demeanor and welcoming disposition.

     

    Technology: Able to use appropriate software for the designated assignment. Have general background knowledge about social media outlets and office software (e.g., Word, Google Docs, PowerPoint, Excel, etc.). Proficient in the use of e-mail, word processing, spreadsheet, database, and presentation software and use of the Internet to access data, maintain records, generate reports, and communicate with others.

     

    Project Management: Able to organize tasks in the right order to reach the right outcome at the right time. Monitor progress in projects and plans and adapt appropriately to changes or challenges. Communicates workload and status of projects effectively and timely. Is well organized and manages assignments to a successful conclusion. Technology: Able to use appropriate software for efficient completion of work objectives. Demonstrate beginner level mastery of core MS Office programs.

     

    Cultural Understanding:

    Able to demonstrate respect for and engage with people of diverse backgrounds to create a stronger community.

     

    Emotional Intelligence:

    Ability to understand how this role fits into the overall goals of the Registrar's Office and the University, and how the quality and consistency of individual efforts affect other staff in the unit. Able to respond positively to direction and performance-related critiques. Able to initiate, establish, and foster communication and teamwork by maintaining a positive, cooperative, productive work atmosphere while on campus and while representing the office off-campus.

     

    Minimum Qualifications:

    • High school diploma or equivalent.
    • Minimum of 1-2 years professional experience Preference will be given to those who have work experience in an office environment.

     

    Other Requirements:

    • Individual will need to be available for evening hours, up through 6 p.m., Monday through Thursday.

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